IFB for Chillers & Cooling Towers

Location:	Mississippi
Posted:	Feb 10, 2026
Due:	Mar 17, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	41 - Refrigeration, Air Conditioning and Air Circulating Equip. J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	1130-26-R-IFBD-00041
Publication URL:	To access bid details, please log in.

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Mississippi Department of Finance and Administration

OFFICE OF PROCUREMENT AND

CONTRACTS

INVITATION FOR BIDS

CHILLER & COOLING TOWER CLEANING AND

DISENFECTING SERVICES

RFx #: 3160007815

February 10, 2026

Contact information for this invitation for bids:

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB

c/o DFA - Office of Procurement and Contracts

501 North West Street

Suite 1301-A Woolfolk Building

Jackson, Mississippi 39201

procurement@dfa.ms.gov

SECTION 1. INTRODUCTION AND OVERVIEW ...................................................................4

1.1 Purpose and Goals..........................................................................................................4

1.2 Bid Submission Requirements .......................................................................................5

1.2.1 Bid Submission Period............................................................................................ 6

1.3 Important Dates..............................................................................................................7

1.4 Questions and Answers..................................................................................................7

1.5 Building Walkthrough Tour...........................................................................................7

1.6 Acknowledgment of Amendments ................................................................................8

1.7 Expenses Incurred in the Procurement Process .............................................................8

1.8 Right to Reject, Cancel and/or Issue Another IFB ........................................................8

1.9 Registration with Mississippi Secretary of State ...........................................................8

1.10 Debarment......................................................................................................................8

1.11 Right to Consider Historical Information ......................................................................8

1.12 State Approval ...............................................................................................................8

1.13 Property Rights ..............................................................................................................9

1.14 Contract Rights ..............................................................................................................9

SECTION 2. PROCUREMENT METHODOLOGY..................................................................10

2.1 Restrictions on Communications with DFA Staff .......................................................10

2.2 Reconsideration of the Solicitation..............................................................................10

2.3 Acceptance of Bids ......................................................................................................10

2.4 Minor Informalities and Irregularities .........................................................................10

2.5 Disposition of Bid ........................................................................................................11

2.6 Modification or Withdrawal of a Bid...........................................................................11

2.7 Rejection of Bids..........................................................................................................11

2.8 Corrections and Clarifications .....................................................................................12

2.9 Bid Evaluation .............................................................................................................12

2.9.1 Responsive Vendor/Offeror .................................................................................. 12

2.9.2 Nonconforming Terms and Conditions ................................................................ 12

2.9.3 Conditioning Bid Upon Other Awards ................................................................. 12

2.10 Right of Negotiation ....................................................................................................12

2.11 Notice of Intent to Award ............................................................................................12

2.12 Notice of Contract Award ............................................................................................13

2.13 Request for Reconsideration of the Intent to Award ...................................................13

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 2 of 23

SECTION 3. MINIMUM QUALIFICATIONS ..........................................................................14

SECTION 4. SCOPE OF SERVICES .........................................................................................15

APPENDIX A – Bid Cover Sheet .................................................................................................18

APPENDIX B – Bid Form.............................................................................................................20

APPENDIX C - References ...........................................................................................................21

APPENDIX D – Release of the Bid as Public Record ..................................................................22

APPENDIX E - Draft Boiler Maintenance Services Contract.......................................................23

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 3 of 23

SECTION 1. INTRODUCTION AND OVERVIEW

1.1 Purpose and Goals

The Mississippi Department of Finance and Administration (DFA) Office of Procurement and

Contracts issues this Invitation for Bids (IFB) to solicit bids from qualified, experienced,

responsible and financially sound Offerors to provide chiller and cooling tower cleaning and

disinfecting services to DFA. These services are to be provided for the Office of Capitol Facilities

within DFA. The selected Offeror will assist DFA by providing such services as requested for which

the Offeror has the technical capacity to render. The services include, but are not limited to, chiller

and cooling tower cleaning and disinfecting services.

Offerors must have the proven ability to perform all services requested in this IFB. A more detailed

list of services is contained in Section 4 – Scope of Services. DFA seeks to enter into a firm fixed

price contract for these services.

The awarded contract will be for five (5) years. The effective date of this contract will be June 1,

2026. A draft copy of the contract has been included as Appendix E for your review. Should the

State elect to make an award as a result of this IFB, the successful Offeror must execute the State’s

standard personal service contract template, without substantive revisions. By submitting a bid,

Offerors understand and agree that any proposed revisions may deem an Offeror’s bid non-

responsive.

This IFB and any resulting contract shall be governed by the applicable provisions of the Public

Procurement Review Board (PPRB) Office of Personal Service Contract Review Rules and

Regulations (OPSCR Rules and Regulations), a copy of which is available at 501 N. West Street,

Suite 701E, Jackson, Mississippi 39201 for inspection https://www.dfa.ms.gov/personal-service-

contract-review under Rules and Regulations.

A copy of this IFB, including all appendices and attachments, and any subsequent amendments,

including the Question-and-Answer amendment, if issued, will be posted to the DFA website at

https://www.dfa.ms.gov/bids-and-IFBs-notices under the “Active Procurements”. It is the

responsibility of all interested Offerors to monitor the website for updates regarding this

procurement.

Before the award of any contract, the Offeror will be required to document to DFA that it has the

necessary capabilities to provide the core services specified in this IFB. The Offeror may also be

required to provide additional client references, as well as related project experience detail in order

to satisfy DFA that the Offeror is qualified. DFA may make reasonable investigations, as it deems

necessary and proper, to determine the ability of the Offeror to perform the work, and the Offeror

shall be required to furnish to DFA all information that may be requested for this purpose. DFA

reserves the right to reject any bid if the Offeror fails to provide the requested information and/or

fails to satisfy DFA that the Offeror is properly qualified to carry out the obligations of the contract

and to complete the work described in this IFB.

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 4 of 23

1.2 Bid Submission Requirements

The original written bid shall be signed. The original bid and all required documentation shall be

submitted as a single package. Each page of the bid must be numbered. Multiple page attachments

and samples should be numbered internally within each document and not necessarily numbered in

the overall page number sequence of the entire bid. The intent of this requirement is that the Offeror

submit all information in a manner so that it is clearly referenced and easily located. The bid shall

include the section components clearly divided and identified as follows:

a. Bid Cover Sheet (Appendix A)

b. Bid Form (Appendix B)

c. References (Appendix C)

d. Release of the Bid as Public Record (Appendix D)

e. Minimum Qualifications Confirmation

f. Acknowledgement of Amendments, if issued

Each page of the bid must be numbered. Multiple page attachments and samples should be

numbered internally within each document and not necessarily numbered in the overall page

number sequence of the entire bid. The intent of this requirement is that the Offeror submit all

information in a manner so that it is clearly referenced and easily located.

Additionally, the Offeror shall provide the following:

a. One (1) electronic copy of the complete bid including all attachments in a searchable

Microsoft Office® format, preferably in Word® or Portable Document Format (PDF®).

b. If the bid contains confidential information, one (1) redacted electronic copy of the

complete bid including all attachments shall be submitted in a searchable Microsoft

Office® format, preferably in Word® or PDF®.

The redacted version of the entire bid – or if the Offeror does not produce a redacted version,

the full bid document – will be released at the DFA’s sole discretion, without notice to the

Offeror and will be produced as a public record exactly as submitted. If a redacted copy is

not submitted, DFA shall consider the entire Bid to be public record. The redacted copy should

identify which section or information has been redacted and the Offeror should provide the specific

statutory authority for the exemption. Per Mississippi Code Annotated §25-61-9(7), the type of

service to be provided, the price to be paid and the term of the contract cannot be deemed

confidential.

The redacted copy shall be considered public record and immediately released, without notification

of the Offeror, pursuant to any request under the Mississippi Public Records Act, Miss. Code Ann.

§§25-61-1 et seq. and Miss. Code Ann. §79-23-1. Redacted copies shall also be used/released for

any reason deemed necessary by DFA, including, but not limited to, submission to the PPRB,

posting to the Transparency Mississippi website, etc.

Chiller and Cooling Tower Cleaning and Disinfecting Services IFB – 02/10/2026 Page 5 of 23

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Smart Number	1130-26-R-IFBD-00041	Advertised Date	02/10/2026 4:50 PM
RFx #	3160007815	Submission Date	03/17/2026 2:00 PM
RFx Status	Open	Major Procurement Category	PERSONNEL SERVICES NON-IT
RFx Opening Date	03/17/2026 2:30 PM	Sub Procurement Category	PERSONNEL SERVICE - NON-TECHNOLOGY
RFx Type	Invitation for Bid
Agency	MS DEPT FINANCE AND ADMINISTRATION
RFx Description	The Mississippi Department of Finance and Administration (DFA), Office of Procurement and Contracts, has issued an Invitation for Bids (IFB) for the purpose of securing a qualified vendor to provide chiller and cooling tower cleaning and disinfecting serv

Name	Terri Ashley	Email	TERRI.ASHLEY@DFA.MS.GOV
Phone	6013596580	Fax

PRODUCT CATEGORY	PRODUCT DESCRIPTION
93664	Serv GenEqMainFilter

IFB for Chillers & Cooling Towers

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